Winning Assistants LLC

Sales

• Conduct outbound sales and cold calls to prospective patients
• Engage leads and build rapport through patient-centered conversations
• Qualify leads and identify needs, interests, and scheduling barriers
• Communicate dental services and benefits
• Address questions, concerns, and objections
• Guide qualified leads toward booking appointments
• Conduct follow-ups, lead nurturing, and re-engagement
• Work toward sales, appointment-setting, conversion, and other KPIs
• Respond to patient inquiries by phone, email, chat, and text
• Handle inbound calls
• Schedule, reschedule, and coordinate patient appointments
• Maintain accurate calendars
• Provide patients with clear information and next steps
• Maintain accurate CRM and patient records
• Document calls, conversations, follow-ups, outcomes, and appointment status
• Track lead sources and movement through the sales process
• Coordinate outreach with marketing campaigns
• Assist with campaign tracking and lead-source reporting
• Monitor performance and maintain records for reporting and follow-up
• Provide a positive patient experience while supporting dental practice growth

Bilingual Medical Sales Representative – Dental

Medical Billing and Coding

• Manage day-to-day medical billing and Revenue Cycle Management (RCM)
• Prepare, submit, and track medical claims through payment
• Investigate and resolve claim denials, rejections, and unpaid claims
• Follow up with insurance companies regarding outstanding claims and reimbursement
• Perform insurance eligibility and benefits verification
• Process and track prior authorizations and ensure proper documentation
• Work extensively with Optum
• Maintain accurate patient, billing, insurance, referral, and authorization records
• Use Office Ally, insurance portals, clearinghouses, Square, spreadsheets, and shared drives
• Maintain clear documentation of billing activities and unresolved issues
• Communicate professionally with insurance representatives, patients, and healthcare offices
• Follow established SOPs and workflows while maintaining HIPAA compliance

Medical Billing & RCM Specialist

Operations

• Answer and manage inbound company calls professionally and efficiently
• Identify the purpose and urgency of incoming calls
• Triage calls into sales, recruitment, support, or medical/operational pipelines
• Connect callers with the appropriate department, team member, or radiologist
• Take accurate messages and ensure information reaches the correct person
• Handle multiple incoming requests while prioritizing appropriately
• Follow communication and escalation procedures
• Serve as a primary point of contact for radiologists needing assistance
• Coordinate communication between radiologists, clinics, hospital systems, technical teams, and internal departments
• Handle and coordinate phone calls on behalf of unavailable radiologists
• Receive and route requests from radiologists, clients, and clinics
• Relay messages, requests, and information accurately between multiple parties
• Escalate urgent or complex concerns
• Maintain professionalism and confidentiality in healthcare communications
• Provide administrative support across sales, recruitment, support, medical, and operational departments
• Coordinate and follow up between departments
• Organize requests involving multiple teams
• Support day-to-day practice operations
• Reduce the Operations Manager's administrative workload
• Maintain organized records of calls, messages, and follow-up actions

Medical Liaison – Operations Coordinator, Radiology

Intake Specialist

• Respond to incoming calls from prospective clients seeking mental health services
• Provide compassionate, professional, and empathetic support during initial client interactions
• Match clients with appropriate therapists based on availability, specialties, and client needs
• Schedule initial therapy appointments and coordinate therapist calendars efficiently
• Manage appointment availability, rescheduling requests, and intake scheduling workflows
• Ensure smooth coordination between clients and providers
• Answer basic questions regarding insurance coverage and therapy services
• Verify insurance eligibility and benefits as needed
• Collaborate with the billing department to resolve insurance or payment-related inquiries
• Enter and maintain client records within practice management software
• Ensure information is accurate, organized, confidential, and compliant with privacy standards
• Provide administrative assistance for day-to-day clinic operations
• Assist with workflow organization, documentation, and communication tasks
• Engage prospective clients, qualify their needs, and schedule consultations with appropriate providers
• Use consultative sales techniques to build rapport, address concerns, and encourage prospective clients to proceed with mental health services
• Follow up with leads, missed inquiries, and referral sources to maximize appointment conversions
• Support client retention through proactive communication, appointment reminders, and follow-up outreach

Client Scheduling and Intake Specialist

Patient Care

• Pre-chart and prepare patient charts before appointments
• Support approximately 3 patients per day, up to 12–15 patients per week
• Ensure required test results, labs, imaging, and other relevant information are received and added to patient charts
• Coordinate cognitive testing, imaging, and laboratory work across multiple platforms
• Handle post-visit patient communication and follow-ups
• Track outstanding patient-related tasks and ensure appropriate follow-up
• Prepare charts for physician review; the physician completes and signs the note
• Coordinate and track care and results without clinical review, triage, or interpretation
• Support prior authorization requests for MRIs and diagnostic imaging
• Track authorization status and outstanding requirements
• Follow the client's established prior authorization workflow
• Track patients throughout the four-visit yearly program
• Monitor patient progress and send reminders, check-ins, and follow-up communications
• Maintain spreadsheets and data trackers for patient progress and outstanding items
• Generate superbills for cash-pay patients using the established workflow
• Manage spreadsheets and data trackers
• Assist with calendar and schedule management
• Support email and inbox management
• Assist with social media posting and follower engagement
• Provide general executive assistant and administrative support as needed
• Prioritize clinical and patient-related responsibilities over secondary administrative tasks

Neurology Medical VA – Patient Care Coordination, Prior Authorization

• Respond to incoming calls from prospective clients seeking mental health services
• Provide compassionate, professional, and empathetic support during initial client interactions
• Match clients with appropriate therapists based on availability, specialties, and client needs
• Schedule initial therapy appointments and coordinate therapist calendars
• Manage appointment availability, rescheduling requests, and intake scheduling workflows
• Coordinate between clients and providers
• Answer basic questions regarding insurance coverage and therapy services
• Verify insurance eligibility and benefits as needed
• Collaborate with billing to resolve insurance or payment-related inquiries
• Enter and maintain client records in practice management software
• Ensure information is accurate, organized, confidential, and compliant with privacy standards
• Provide administrative assistance for day-to-day clinic operations
• Assist with workflow organization, documentation, and communication tasks
• Conduct appointment-setting activities, qualify prospective clients, and schedule consultations
• Use consultative sales techniques to build rapport, address concerns, and encourage prospective clients to proceed with mental health services
• Follow up with leads, missed inquiries, and referral sources to maximize appointment conversions
• Support client retention through proactive communication, appointment reminders, and follow-up outreach

Client Scheduling & Intake Specialist

Creative Strategist

• Own the paid ad creative pipeline for Winning Assistants
• Coordinate production of a minimum of 20–30 new ad creatives every month
• Create paid advertising creatives for Facebook (Meta) and Instagram
• Research high-performing ads, competitors, direct-response marketers, brands, and creators
• Develop and test hooks, angles, formats, pain points, personas, emotional drivers, and qualification messaging
• Coordinate UGC creators and editors from idea through finished, launch-ready creative
• Find and manage UGC creators, negotiate rates and deliverables, and provide scripts and creative briefs
• Coordinate filming, deadlines, footage collection, revisions, and editing
• Review finished ad creatives and ensure timely delivery to the media buyer
• Work with the media buyer to analyze winning, fatigued, qualified, and unqualified ads
• Collaborate with the sales team to understand lead quality, prospect revenue, objections, and customer priorities
• Turn performance and sales insights into the next batch of ad creatives
• Ensure ads attract established healthcare practices, qualify viewers, build trust, communicate the problem and solution, and drive booked calls
• Maintain a continuous pipeline of fresh ad ideas and tests while preventing creative fatigue

Creative Strategist – Marketing Coordinator

Administrative Assistant

• Coordinate and organize appointments according to the provider’s availability
• Maintain an accurate schedule across multiple practice locations
• Assist with scheduling and rescheduling
• Support one provider initially across approximately five locations
• Access patient records from provider-provided lists
• Start and set up patient sessions within the EHR/EMR
• Set up and update provider notes using established templates and instructions
• Transfer relevant information into existing patient records
• Set up records for new patients or admissions using existing templates
• Transfer medication information into appropriate patient records
• Maintain accurate and organized patient information after appointments
• Work primarily within Ethizio or similar EHR/EMR platforms
• Gather and enter billing-related information using provider-provided templates and instructions
• Enter provided CPT codes into patient records
• Ensure billing information is accurately entered and organized
• Assist with additional remote administrative tasks as needed
• Follow established templates, processes, and healthcare workflows
• Maintain accuracy and confidentiality when handling patient information
• Adapt to new systems and workflows
• Provide administrative EHR/EMR support rather than medical scribing; the provider completes final dictation and supplies clinical information

Medical Administrative Assistant

Executive Assistant

• Review transcriptions and clean up clinical notes for physician review
• Finalize charts and prepare them for physician signature
• Populate patient charts with referral details, test results, orders, and supporting documentation
• Ensure chart sections are accurate, complete, and organized
• Send orders after physician notes are completed, as needed
• Process incoming referrals and update patient charts
• Call referral patients to help schedule appointments
• Track referral status and document patient information accurately
• Coordinate scheduling updates based on referral needs and practice workflows
• Review, sort, identify, and route incoming faxes
• Track outstanding fax-related items and follow up
• Make appointment confirmation calls and remind patients of appointment expectations
• Inform patients about no-show fees and outstanding balances when applicable
• Ask about insurance concerns and remind patients to bring insurance cards
• Contact patients about ordered tests such as MRIs or EMGs and obtain testing details/results locations
• Ask new foot-pain patients where they prefer imaging so X-ray orders can be sent ahead
• Complete insurance eligibility checks and document concerns
• Support outbound calls and administrative follow-up
• Assist with additional clinical and administrative duties as the role expands

Medical Virtual Assistant – Podiatry Charting, Referrals

• Manage new patient inquiries, primarily through email
• Coordinate intake scheduling and ensure patients receive timely responses
• Track new patient communication and follow up on unresolved intake items
• Maintain warm, professional, and clear patient communication
• Monitor paperwork and follow up on missing, incomplete, or pending documentation
• Organize patient intake information within the practice workflow
• Support copay collection and follow up on declined or denied credit card payments
• Track unresolved payment follow-ups and escalate issues when needed
• Manage the administrative email inbox and respond to routine emails
• Keep the inbox organized and ensure important messages are not missed
• Send faxes, review voicemails, and return calls when necessary
• Coordinate with the external biller on urgent insurance verification matters
• Follow up on new patient insurance paperwork and route or escalate documentation appropriately
• Provide general administrative support to reduce the practice owner’s workload

Medical Virtual Assistant – Behavioral Health

Health Coordinator

• Answer and professionally manage incoming patient and general inquiry calls.
• Monitor, organize, and respond to voicemail messages.
• Return calls and follow up with prospective and existing clients.
• Triage patient inquiries and determine appropriate next steps.
• Communicate clearly and compassionately while maintaining patient confidentiality.
• Escalate concerns to the practice owner when necessary.
• Manage approximately 10 calls per day, with varying call volume.
• Coordinate appointments for new and existing clients.
• Match clients with appropriate providers based on availability, scheduling needs, and preferences.
• Maintain accurate provider schedules and appointment information.
• Assist with rescheduling, cancellations, and appointment-related requests.
• Support communication between patients and providers.
• Enter new client information accurately into SimplePractice.
• Maintain and update patient demographic and administrative information.
• Support new client intake workflows and documentation.
• Create and modify forms and templates within SimplePractice.
• Keep electronic records organized, accurate, and current.
• Verify patient insurance coverage and benefits.
• Organize documents and maintain electronic files.
• Support credentialing of new providers and track credentialing documentation.
• Assist with monthly billing for juvenile probation and children and youth service contracts.
• Provide occasional support with grant applications under the practice owner's guidance.
• Organize administrative information and identify workflow improvements.
• Use ChatGPT and other tools responsibly to improve administrative efficiency.
• Provide general administrative assistance as practice needs evolve.
• Work closely with the practice owner and receive hands-on training.

Behavioral Health Front Desk, Patient Coordinator

• Answer inbound patient calls professionally and clearly.
• Gather and accurately document patient information and inquiries.
• Assist new and existing patients with appropriate non-clinical questions.
• Follow up promptly on patient inquiries and appointment requests.
• Identify requests that can be handled independently versus those requiring provider escalation.
• Schedule, confirm, and update patient appointments.
• Manage multiple calendars and scheduling sources.
• Prevent double bookings and help resolve scheduling conflicts.
• Manage appointment notifications and scheduling changes.
• Monitor email and referral channels for new patient inquiries and referrals.
• Follow up with prospective patients and referral requests.
• Collect patient information and coordinate paperwork and forms.
• Move prospective patients through intake into booked appointments.
• Verify patient insurance eligibility and coverage.
• Support prior authorization workflows.
• Screen and route medication refill requests.
• Triage patient messages and escalate appropriately to the provider.
• Maintain accurate patient information and documentation in eClinicalWorks.

Behavioral Health Medical Virtual Assistant – Scheduling, Patient Intake

Insurance

• Perform accurate and timely insurance eligibility and benefits verification.
• Verify patient coverage, plan details, effective dates, copays, deductibles, coinsurance, and other relevant benefits.
• Review insurance information through payer portals, phone systems, and other verification channels.
• Handle real-time verification requests during practice hours and respond promptly to time-sensitive inquiries.
• Identify discrepancies, inactive coverage, or missing insurance information and communicate findings to the appropriate team.
• Document verification results accurately and maintain organized patient and insurance records.
• Communicate professionally with insurance representatives, healthcare staff, and other relevant parties.
• Follow established workflows, payer requirements, and internal procedures to ensure accuracy and compliance.
• Maintain confidentiality and handle patient information in accordance with applicable privacy requirements.

Insurance Verification Specialist

Bilingual

• Answer incoming patient calls and make outbound calls as needed
• Communicate professionally with patients in English and Spanish
• Schedule, reschedule, and confirm patient appointments
• Conduct new patient intake
• Collect and accurately document patient demographics, contact information, insurance information, and other required intake documentation
• Assist patients with general questions and direct inquiries appropriately
• Manage and coordinate patient referrals
• Handle patient forms and routine front desk documentation
• Follow up with patients regarding appointments, referrals, missing information, forms, and administrative needs
• Maintain accurate and organized patient information in the Athena EHR/EMR system
• Support ongoing patients with routine front desk and administrative needs
• Follow established workflows, procedures, and confidentiality standards when handling sensitive patient information
• Coordinate with the in-house team to route patient concerns and administrative needs appropriately
• Provide reliable administrative support to maintain an efficient and positive patient experience

Bilingual Patient Intake – Front Desk Coordinator

• Handle inbound and outbound patient inquiries through phone, email, chat, and text
• Communicate with patients professionally, empathetically, and in accordance with HIPAA requirements
• Promptly contact patients following an inquiry, referral, or prescription
• Gather demographic, insurance, referral, prescription, and relevant clinical information
• Assess patient needs using established product, service, and scheduling guidelines
• Explain scheduling requirements, next steps, and expectations
• Address patient questions and concerns
• Follow up with patients who have incomplete information or outstanding requirements
• Schedule prosthetic and orthotic appointments at the appropriate clinic
• Determine scheduling location based on patient needs, location, device type, documentation status, and provider availability
• Support patient-facing scheduling and calendar coordination
• Ensure required information and documentation are received and reviewed before scheduling
• Coordinate with patients, physician offices, intake, billing, clinic teams, and support departments to resolve barriers to care
• Escalate difficult concerns, incomplete documentation, unreachable patients, or workflow barriers
• Review and confirm prescriptions, insurance information, physician details, referrals, and other records
• Enter and maintain patient information in applicable systems
• Document patient interactions, outreach attempts, appointment details, and follow-up actions
• Sort, prioritize, and respond to patient communications in a timely manner
• Maintain organized follow-up workflows for multiple patient cases
• Protect patient confidentiality and ensure HIPAA-compliant documentation and communication
• Collaborate with intake, billing, clinic operations, support teams, and leadership
• Participate in virtual training, coaching sessions, team meetings, and remote huddles
• Assist with internal calendar coordination when needed
• Participate in community outreach events or virtual health education sessions when requested
• Deliver timely, accurate, compassionate patient outreach and appointment scheduling for a U.S.-based prosthetics and orthotics healthcare provider